Compliance-first automation for legal intake
Clear Automations builds conflict-cleared inbound intake, case-type routing, document collection, engagement-letter follow-up, and statute-of-limitations tracking for plaintiff-side and small-firm legal practices.
4hr
conflict-cleared callback target
ABA 1.18
prospective-client architecture
100%
firm-owned accounts
The leak is intake architecture
After-hours inquiries arrive 24/7 in personal injury, family, immigration, and criminal practices; the firm that calls back first wins, and voicemail loses.
Generic AI intake bots collect fact pattern before running a conflict check — under ABA Rule 1.18, that creates exposure if the firm has to decline the matter due to a conflict.
Statute of limitations slip-through, engagement-letter ghosting, and case-status communication gaps are real revenue and ethics risks that manual intake can't catch.
The first build focuses on conflict-cleared intake — the architectural feature that separates this SKU from generic AI chatbots. Phase 2 adds case-type routing and document collection. Phase 3 adds lifecycle communications.
Three phases. One ethics-aware funnel.
Phase 1
Available now - attorney sign-off required
After-hours inquiries cleared and routed inside 4 business hours
Setup
$4,500
Monthly
$450/mo
Timeline
3-5 weeks
AI does not provide legal advice. Per ABA Model Rules 1.18 + 5.5, the script collects only minimum information for a conflict check. Attorney sign-off on the script is non-negotiable.
Phase 2
Ready after Phase 1 stabilization
Conflict-cleared leads routed by practice area + state licensure
Setup
$7,500
Monthly
$750/mo
Timeline
3 weeks
Documents are collected via the firm's CMS portal, not the public form. Document content stays inside the firm's secured environment.
Phase 3
Ready after Phase 2 stabilization
Engagement letters signed faster, SOL tracked, reviews collected
Setup
$9,500
Monthly
$1,250/mo
Timeline
3 weeks
Phase 3 is internal lifecycle work. No outbound to prospective clients (ABA Rule 7.3 + state advertising rules).
Every phase requires attorney sign-off on the Vapi script before production deployment. The conflict-check gate is the architectural moat.
ABA Model Rule 1.18 architecture
The Vapi script collects only minimum information (caller name, state, case-type bucket, opposing-party names) before the conflict-check gate clears further fact-gathering.
ABA Model Rule 5.5 (UPL) bright line
AI does not discuss case merits, statute of limitations applicability, jurisdiction fit, damages estimates, or legal strategy. Attorney sign-off on the script is non-negotiable for production.
ABA Formal Opinion 512 (2024) compliant
Attorney supervision of AI output, confidentiality obligations under Rule 1.6, and competence in selecting AI tools — built into the SKU's onboarding checklist.
No outbound to prospective clients
Per ABA Rule 7.3 + state advertising rules (TX, FL, CA particularly strict), the SKU is inbound-only. Recall, marketing outbound, and cold-call workflows are explicitly out of scope.
Add to any phase
$2,500 flat
UPL audit + state-specific advertising review + Vapi script attorney sign-off documentation.
$1,500 flat
Custom routing for firms operating in 3+ states with different bar rules.
$3,000 flat
Lien tracking, medical-records request automation, and settlement-disbursement reminders for personal injury practices.
Tools policy
The funnel uses self-hosted n8n as the backbone and connects to the firm's case management system for the conflict-check gate. We do not write to or read from privileged matter data inside the CMS.
Self-hosted n8n
Coordinates form intake, callback queues, conflict-check API calls, document-collection reminders, engagement-letter follow-up, and reporting digests on the firm's DigitalOcean instance.
Vapi (cheap stack)
GPT-4o mini + Deepgram Nova-2 + ElevenLabs Turbo for ~$0.15/min all-in. UPL-strict script with conflict-gate branch and crisis branch.
HubSpot Free or Sales Starter
Lead-funnel CRM (pre-conflict-clearance). Stores minimum-info-collected fields only — no fact pattern, no privileged information.
Firm CMS API (Clio / MyCase / PracticePanther / Filevine)
Conflict-check gate via the firm's existing CMS API. Default integration is Clio; alternates available at +$1,500 setup.
Outbound to prospective clients
Per ABA Rule 7.3 + state advertising rules. The SKU is inbound-only. Recall, cold-outbound, and lead-purchasing workflows are out of scope.
AI legal advice or case-merit discussion
The Vapi script does not discuss case merits, SOL applicability, jurisdiction fit, damages estimates, or legal strategy. UPL bright line.
Fact-pattern collection before conflict clearance
Per ABA Rule 1.18, collecting fact pattern from a prospective client before the conflict check creates exposure if the firm has to decline. Architectural enforcement, not a soft guideline.
Hidden lead ownership
ClearAutomations does not own the firm's phone number, CMS, workflow exports, or prospective-client list.
Illustrative results
| Metric | Today | Modeled System |
|---|---|---|
| After-hours inquiries | Voicemail or answering service; 30-40% lost to faster-responding firms | Conflict-cleared callback inside 4 business hours |
| Tire-kicker triage | Paralegal time burned on jurisdictional / SOL / conflict declines | Vapi script collects minimum-info; conflict gate filters automatically |
| Engagement-letter signing | 1 manual reminder, then ghosted | 3-touch sequence (D3 / D7 / D14) with DocuSign integration |
| Statute of limitations exposure | Calendar reminders depending on attorney memory | Weekly tracker with 90 / 60 / 30 / 14 day warnings |
This is a planning model, not a published case study. Replace with approved client numbers after a pilot.
The Vapi script collects only minimum information for a conflict check before the firm's case management system clears the prospect. ABA Rule 1.18 architecture, not a marketing chatbot.
AI does not discuss case merits, statute of limitations, jurisdiction, damages, or strategy. Attorney sign-off on the script is non-negotiable for production.
Your CMS, phone numbers, lead pipeline, scripts, and workflows live in your accounts. Clio, MyCase, PracticePanther, Filevine — coexist, never replace.
Common questions
No. The Vapi script collects only minimum information for a conflict check (caller name, state, case-type bucket, opposing-party names). It does not discuss case merits, SOL, jurisdiction, damages, or strategy. Per ABA Model Rule 5.5 and Formal Opinion 512.
After collecting minimum information, the workflow calls your CMS's conflict-check API (Clio / MyCase / PracticePanther / Filevine). If clear, the prospect is routed to your intake coordinator for full intake. If conflict, the AI politely declines and ends the call.
Legal intake is not a HIPAA vertical. We provide an attorney-vendor agreement covering Rule 5.3 supervision, Rule 1.6 confidentiality, and data-handling boundaries. Available on request.
Phase 1 includes one CMS integration (Clio default). MyCase, PracticePanther, and Filevine are available at +$1,500 setup. If you don't have a CMS, the workflow falls back to a manual conflict-check gate (n8n pauses and emails the intake coordinator).
Only firm/business workflow information: firm name, contact, practice areas, attorney count, monthly inquiry volume, CMS in use, biggest pain. No prospective-client information.
Start with conflict-cleared intake
We will review your inbound intake speed, conflict-check workflow, tire-kicker burden, and lifecycle-communication gaps.
Do not include prospective-client information, fact patterns, opposing-party names, or anything privileged. The form is for your firm's workflow data only.